HomeMy WebLinkAboutMinutes - 2004.01.07 - 39134OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
January 7, 2004
Chairman Pecky Lewis called the meeting to order at 9:07 a.m. in the commission room of the parks and
Recreation Commission's administration office.
COMMISSION MEMBERS PRESENT:
Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Secretary Fred Korzon, Hugh D. Crawford,
Vincent Gregory, John P. McCulloch, Charles Palmer, John Richards, J. David VanderVeen, Suzette Vogt
ALSO PRESENT:
Parks and Recreation
Oakland County Purchasing Division
Oakland County Corporation Counsel
Oakland County 4-H Fair Association
Oakland County Fiscal Services
Oakland County Facilities Management
Springfield Township Parks and Recreation
RBI 33, LLC
Sprint
PUBLIC COMMENTS:
Ralph Richard, Executive Officer
Dan Stencil, Administrator — Parks Operations
Frank Trionfi, Administrator - Administration
Joseph Figa, Chief of Design and Development
Jan Pung, Public Communications Officer
Sue Wells, Chief of Recreation
Mike Thibodeau, Chief of Golf
Clyde Herb, Chief of Parks
Sheila Cox, Accountant IV
Mike Donnellon, Architectural Engineer I
Jon Noyes, Architectural Engineer I
Joan Daniels, Buyer
John Ross, Assistant Corporation Counsel
Jody Schaffer, Assistant Corporation Counsel
LC Scramlin, General Manager
Greg Givens, Grant Writer
Michael Hughson, Property Management Specialist
Dot Lalone, Commissioner
Timothy Birtsas, Co-owner
Wally Haley, Attorney
There were neither questions nor comments made by the public.
APPROVAL OF MINUTES:
Moved by Mr. Palmer, supported by Mr. Crawford to approve the minutes of the meeting
of November 5, 2003, as written.
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF PAYMENTS:
Moved by Mr. Korzon, supported by Mr. Richards to approve the Payment Approval
Summary, including:
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(Commission Meeting, January 7, 2004)
- Internal Service Funds Payment Register for October and November, 2003 (FM 1 &
2, FY 2004)
- Payment Register, including Voucher & CIP Report for October and November (FM
1 & 2, FY 2004)
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
STATEMENT OF OPERATIONS:
The Statement of Operations for the month ending September 30, 2003 was accepted as filed.
CAPITAL IMPROVEMENT PROJECTS BUDGET UPDATE:
The Capital Improvement Projects Budget Update as of September 30, 2003 was accepted as filed.
Commissioner McCulloch requested staff provide information on available CIP funds at the next meeting.
ACTIVITY REPORT:
Administrator -Parks Operations Dan Stencil explained the new reporting procedures for calculations of
visitors at the day use parks. The new counting method will not provide for accurate comparisons from
previous years, so 2004 figures will not have comparisons to the previous year.
The Activity Reports for October and November, 2003 were accepted as filed.
ELECTION OF OFFICERS:
Chairman Lewis requested Commissioner McCulloch assume the position of Temporary Chairman for the
purpose of electing new officers for 2004.
Commissioner McCulloch assumed the Chair and opened the floor to nominations.
Moved by Mr. Crawford, supported by Mr. VanderVeen to re-elect Pecky D. Lewis, Jr. as
Chairman, Richard Skarritt as Vice Chairman, and Fred Korzon as Secretary of the
Oakland County Parks and Recreation Commission for 2004.
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Chairman Lewis re -assumed the Chair.
MASTER CALENDAR:
The Parks' master commission meeting calendar for 2004 was accepted as presented.
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(Commission Meeting, January 7, 2004)
CLUBHOUSE RENOVATION DESIGN SERVICES — WHITE LAKE OAKS:
Proposals were received for the design, engineering, and project management for the renovation of the
White Lake Oaks clubhouse.
Parks staff will provide a survey of the immediate area and the footprint of the existing facilities. We will also
provide any additional engineering services that may be required as a result of changes or modifications
to the existing septic and water systems as required by code and/or the health department, plus any site
modifications required by the township or other review or permitting agencies.
Oak Management will hire a separate kitchen design consultant for this renovation.
Staff recommended Commission award the contract to the low bidder, Gerald Yurk Associates, for Phase
I (analysis of existing facility structural conditions, conceptual plan, and cost estimates), Phase II,
(construction drawings and specifications, and bid assistance), Phase III (project management), and
Miscellaneous (utility evaluations, site plan reviews for a total contract amount of $93,061, plus
reimburseables.
Vice Chairman Skarritt requested staff double-check with the Road Commission for Oakland County to
ensure there will be no conflict with any proposed rights -of -way for that corner.
Moved by Mr. McCulloch, supported by Mr. Richards to award the contract for the White
Lake Oaks clubhouse renovation architectural design services to the low bidder, Gerald
Yurk Associates, in the amount of $93,061 plus reimburseables, plus a ten percent
contingency of $9,300, plus an additional $10,000 for permits and/or review fees
associated with the construction, for a total budgeted amount of $112,361. This amount
does not include unforeseen costs associated with the existing septic or water system that
may need modifications as a result of the reviews by the local agencies, state and/or
county health departments, or changes in the scope of the project.
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
Staff were directed to provide at the next meeting a memo reaffirming these bids, detailing and clarifying
the costs for the phases and miscellaneous; plus a list of the firms who received a bid package, along with
a list of those firms who responded.
Commissioner Vogt also directed staff to contact White Lake Township regarding a possible sewer
connection.
ELECTRICAL EASEMENTS — ADDISON OAKS AND INDEPENDENCE OAKS:
Moved by Mr. McCulloch, supported by Mr. VanderVeen to approve the permanent
electrical easement to upgrade the electrical service to 42 campsites at Addison Oaks, and
the permanent electrical easement to provide electrical power to the new organizational
youth campground at Independence Oaks, to the Detroit Edison Company.
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10)
NAYS: (0)
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(Commission Meeting, January 7, 2004)
Motion carried on a voice vote.
Commission recommended staff videotape the easement at Addison Oaks in order to have a visual record
of the area before the work is begun.
PARK NATURAL FEATURES INVENTORY — INDEPENDENCE OAKS AND LYON OAKS:
Moved by Mr. McCulloch, supported by Mr. VanderVeen to award a contract for the
ecological survey of Independence Oaks and Lyon Oaks to the Michigan State University's
Michigan Natural Features Inventory in the amount of $23,745 plus reimburseables; plus
the transfer of $3,745 from the 2004 Operating Budget Contingency to be shared equally
between each park's Professional Services line item.
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, VanderVeen, Vogt (9)
NAYS: Skarritt (1)
Motion carried on a voice vote.
NATURAL RESOURCES MANAGEMENT — MASSASAUGA CCAA:
Staff is investigating the possibility of Oakland County Parks participating in a Massasauga Candidate
Conservation Agreement with Assurances for the preservation of viable populations of the Eastern
Massasauga Rattlesnake. This agreement would be through the Michigan Department of Natural Resources
in conjunction with the U.S. Fish and Wildlife Service.
Staff reviewed the highlights of the program and noted final details, with a recommendation, will be made
at a future meeting.
GRANT EXTENSION — RECREATION BOND PROGRAM:
Moved by Mr. Korzon, supported by Mr. Palmer to adopt the following resolution for the
extension of the Clean Michigan Initiative Recreation Bond Grant for the Wave Pool
Renovation:
WHEREAS, the County of Oakland, Department of Parks and Recreation, entered
into the Project Agreement, Wave Pool Renovation CM 00-002, with the Michigan
Department of Natural Resources through the Clean Michigan Initiative Recreation Bond
Program; and
WHEREAS, the AGREEMENT includes an effective project completion deadline of
December 31, 2003 pursuant to Paragraphs 2 and 9 (c); and
WHEREAS, a 90-day extension period is available for when a project
completion date is extended due to delays; and
WHEREAS, the Oakland County Parks and Recreation Commission is actively
pursuing the completion of the acquisition, thereby meeting the criteria for extension.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission recommends amending the grant with the appropriate
extension.
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(Commission Meeting, January 7, 2004)
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation
Commission forwards this resolution to the Oakland County Board of Commissioners
for their approval per the county's grant procedures.
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
PARKS POLICY — CARRYINIG CONCEALED WEAPONS:
Moved by Mr. Crawford, supported by Mr. Skarritt to approve the revision to Section 23 —
Firearms of the Parks' General Information and Regulations by adding the following
sentence to the end of that section:
"Provided further, that this Section shall not affect the rights of individuals who possess a
valid Concealed Pistols License issued by the State of their residence, to bring a
concealed pistol onto property controlled by the Commission and/or have a concealed
pistol in their possession while on such property."
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
PARKS POLICY — PROTEST:
Moved by Mr. Skarritt, supported by Mr. Palmer to approve the revision to the Parks'
General Information and Regulations by adding the following section:
"DEMONSTRATIONS AND PROTESTS
Demonstrations and protests, including picketing and the distribution of literature in
connection therewith, shall not impede or interfere with public access to and/or use of any
property or facilities under the Commission's jurisdiction. In order to assure unobstructed
access to and use of said property or facilities, the Commission may designate specific
areas of any property under its jurisdiction for demonstrations and protests, including
picketing and the distribution of literature. This provision shall apply equally to all such
activities."
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
PROPOSED 2004 GOLF FEES — LYON OAKS:
Moved by Mr. Crawford, supported by Mr. VanderVeen to approve the following 9-hole and
twilight golf rates for 2004 at Lyon Oaks, as recommended by staff:
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(Commission Meeting, January 7, 2004)
Monday — Thursday (9 Holes)
2004
Oakland County Residents
$30.00
Non-residents
$35.00
Seniors/Juniors (riding)
$20.00
Juniors (walking)
$10.00
Friday — Sunday & Holidays (9 Holes)
Oakland County Residents
$35.00
Non-residents
$40.00
Twilight (18 holes)
Friday — Sunday & Holidays after 4 p.m.
$40.00
Any day after 6 p.m.
$25.00
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarrift, VanderVeen, Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
:m
Moved by Mr. Korzon to award the contract for the irrigation at Lyon Oaks to the low
bidder, Michigan Automatic Sprinkler, including the Base Bid to install approximately 3,000
linear feet of irrigation water main, control wires and irrigation heads for the two
recreational fields and approximately 1,600 linear feet of water main for the future nine
holes of the golf in the amount of $91,971.00; Alternate A to install approximately 2,200
linear feet of irrigation water main with all the necessary valves, control wires, and water
main stubs to complete a looped system through the day use portion of the park in the
amount of $25,346.00; and Alternate B to connect the existing irrigation system at the main
park entrance with the golf course control system in the amount of $2,875.00. Total
contract amount will be $120,192.00, plus a five percent contingency of $5,328.00, for a
total budgeted amount of $111,888.00.
Motion died for lack of support.
Commission requested staff invite the irrigation consultant to the next meeting for clarification on her
recommendation and the contractor references.
Moved by Mr. VanderVeen, supported by Mr. McCulloch to award the following bids:
Purchase of a JD 250 John Deere skid steer for use in all the parks to the second low
bidder, JDE Equipment, in the amount of $20,850.00. The second low bidder was
approved because of the vendor's closer location to provide maintenance and parts.
Purchase of a Hi -Lift Bac-Vac attachment for a 4600 Hustler at Independence Oaks to W.
F. Miller in the amount of $3,894.00.
ROLL CALL VOTE:
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(Commission Meeting, January 7, 2004)
AYES: Crawford, Gregory, McCulloch, Richards, VanderVeen, Vogt (6)
NAYS: Korzon, Lewis, Palmer, Skarritt (4)
A sufficient majority having voted, the motion carried.
PROPOSED LICENSE AGREEMENT — ADDISON OAKS:
Executive Officer Richard reported that Corporation Counsel has been working with attorneys representing
the Sprint Corporation to negotiate a license agreement for Sprint to erect a 195-foot monopole tower on
the western side of Addison Oaks.
A draft of the proposed agreement was presented; the Commission requested the following issues be
investigated before the final draft is presented for approval:
• Corporation Counsel to provide a comparison of other tower locations for rent, height of the tower,
whether or not it is lit, and what lessors receive in revenues for add -on carriers.
• Corporation Counsel to re -negotiate for any possible up -front money.
• Corporation Counsel to re -negotiate the additional carrier fees.
• Corporation Counsel to discuss with Risk Management the issue of including a compliance bond to
ensure the tower is removed by Sprint.
ELLIS BARN UPDATE AND PROJECTED COSTS:
Chief of Design and Development Joe Figa provided an update on the projected costs for the Ellis Barn
Relocation Project. Total project cost is currently estimated at $1,138,000; current funding is $733,000,
which leaves a projected shortfall of $405,000.
There are still three federal mandates required on the project, which are expected to take approximately
three months. During that time, additional fund-raising efforts will be undertaken, including investigating
additional grants with Greg Givens, the county's grant coordinator. A group called "Friends of the Ellis Barn"
has also been established; this group will solicit donations, both monetary and in -kind, towards the final
project costs.
However, in order to move forward with the project and the fund raising efforts, staff requested Commission
make a commitment to the project, plus consider earmarking a "loan" of $200,000 to assist in seeing
through the process. Those funds would be used to get the project underway, with the understanding that
funds garnered through the fund-raising efforts would be paid back to the Parks Commission.
Moved by Mr. Palmer, supported by Mr. Crawford that the Oakland County Parks and
Recreation Commission continue moving forward in our commitment to the Ellis Barn
Relocation Project, based on the current cost projections and contributions, along with
today's discussion.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (8)
NAYS: (0)
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(Commission Meeting, January 7, 2004)
Motion carried on a voice vote.
Tim Birtsas, co-owner of the Ellis Barn, presented the Parks Commission with a check for $10,000.
EXECUTIVE SESSION:
Moved by Mr. Palmer, supported by Mr. McCulloch to adjourn the meeting to an Executive
Session to discuss a proposed land acquisition.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (8)
NAYS: (0)
Motion carried on a voice vote.
The meeting was adjourned to an Executive Session at 12:15 p.m.
The meeting was re -convened at 12:37 p.m.
PROPOSED LAND ACQUISITION:
Moved by Mr. Palmer, supported by Mr. Skarritt to direct staff to proceed in accordance
with discussion in the Executive Session.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (8)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's Report filed in the agenda, the following was noted:
---Staff presented a sample gold card with stickers attached showing revised wording of the rules and
regulations. Commission directed staff to send a letter to all cardholders providing the option of a
replacement card or the stickers. All new cards will have the correct verbiage printed on them.
---Staff provided an update on the status of purchasing automatic external defibrillators in several of the
parks for the 2004 season. Commission directed staff to add a unit at each golf course, also.
---Although the grant was turned down for the proposed acquisition of the Sullivan property in Addison
Township, the owners are requesting to meet with Chairman Lewis and Executive Officer Richard to
continue discussion for possible purchase by the Parks.
---Preliminary discussions have begun with Oak Management for the renewal option on their contract. Staff
will present a proposed agreement within 90 days.
OLD BUSINESS:
---Commissioner Crawford again requested staff pursue the construction of the additional nine holes at Lyon
Oaks Golf Course. Staff will place this issue on the February 4 commission meeting agenda.
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(Commission Meeting, January 7, 2004)
The meeting was adjourned at 1:05 p.m.
The next Commission meeting will be 9:00 a.m. on Wednesday, February 4, 2004.
Fred Korzon, Secretary
J J ' - 011, � --5 -,4P
V1, - r1J /,,-
Karen S. Kohn CPS/CAP, Recording Secretary
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